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Evendo inside.events presents:

How to do succesful virtual experiences

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Traditional Experiences


decrease in demand 2020 compared to 2019 Page 2

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increase in demand 2020 compared to 2019

Virtual Experiences © 2020 · Evendo Ltd. · http://about.evendo.com

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We’re on a journey to transform ordinary events into extraordinary ones. We combine the worlds biggest bookable event-inventory with our suite of easy to use planning, booking and execution tools Today, thousands have used Evendo to turn their event dreams into reality. And we’re just getting started. We’re changing the way parties connect with each other and do their events – so anyone can create their dream event. By creating symbiosis between organizers, suppliers and participants, Evendo creates a true win-win-win situation for everybody.

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Evendo has the biggest bookable inventory of event related products and services – second to none. More than half a million products are instantly available in real-time across 14 countries - from more than 50.000 individual suppliers.

With Evendo, you will find anything from paintball to go kart, climbing to cooking, dining experiences to diving experiences… We could go on. If you can think of it, chances are you can find it with Evendo. One thing is for sure: If you can’t find it here, you probably cannot find it anywhere!

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Welcome to the world of Virtual Experiences Page 6

© 2020 · Evendo Ltd. · http://about.evendo.com

It’s no surprise to see more and more events being canceled, postponed or switched into virtual experiences. This has forced people to change their plans and itineraries for the upcoming months and look for online alternatives to this sudden change. Even though onsite experiences provide unique advantages such as face-to-face interactions, the demand for virtual experiences continues to increase, especially now. To see exactly how much, Evendo has published a comprehensive report with market insights - showing a 46% decrease in demand for ”traditional” experiences, and an increase of 241% in demand for virtual. More companies are restructuring their experiences to offer engagement-driven experiences that extend beyond a computer screen. This has opened the door to new ways of connecting people online whilst also reducing costs.

a clear structure to follow when planning. In a panel discussion hosted by Kelsey Tonner from Be A Better Guide, Avital Ungar of Avital Experiences highlighted the difference in consumer behaviour when it comes to going on an experience in-person and going on an experience virtually. She noted how companies cannot simply take existing experiences, record them, and post them online. Daphne Tsevreni Co-founder of Clio Muse Experiences also shared how their company intentionally created shorter programmes with a mix of fun facts, history and personal stories in their virtual experiences to adapt to the limited attention span of their audiences at home. In this publication, Evendo takes you through the process of creating virtual experiences. We tell you the ”do’s” and the ”dont’s” - and we share with you some of the experiences we have had in this field. The technologies. The processes. The outcomes. We hope this will be a help to you in your consideration of expanding your business with virtual experience offerings.

Many event organizers are still in the “figuring it out” stage. But the truth is that no one knows what the best formula is for each experience. What we do know is that there’s a lot more to a virtual experience than just hosting a webinar. It’s important to have © 2020 · Evendo Ltd. · http://about.evendo.com

Simon Nichols Global Head of Partnerships Page 7

Getting started For some, doing Virtual Experiences is a completely new thing, while others have been doing - or at least experimenting - with it for a while. We have seen the Identify your virtual experiences

Create preliminary Experience Brief

trends moving in this direction for a while, and the recent lockdowns have seen this accellerating. Regardless of whether you are already doing Virtual Experiences or not, this publication will give you some valuable pointers to succeed in this game. We have broken the process down into nine simple steps. If you follow these, you significantly increase the probability of a successful product . Although it might seem tempting to skip the first steps and just get going, in our experience it rarely pays off. Preparation is everything! This document provides you with detailed input on several of these steps - and for those marked in green on this page, Evendo is having its team of experts ready to assist you further. If you need our help, do not hesitate to reach out. We want you to succeed (almost) as much as you do. Page 8

1. Identify your virtual experiences First of all, you will need to figure out if - and to which extend - the experiences you offer are suitable for virtual delivery. Not all products will give the customer a good experience - and not all products have demand from customers in their virtual versions. For a detailed dig-down into the demand on various products, we suggest you read Evendo’s report on ”Are virtual events the next big thing?”. The following pages will also take you through some of the initial considerations to be made. 2. Create preliminary Experience Brief Once you have determined that (some of) your products are suitable for virtual delivery, you need to consider how to do this. A lot of attempts have been made to simply Decide delideliver ”traditiovery type nal” experiences in a virtual manner. Most of these attempts have failed. Although the underlying experience might be the same, there are considerations to be made. The following pages will take you through some of them.

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Decide technical platform

3. Decide delivery type ”Virtual” is not just virtual. Once you know which experiences to deliver, you need to decide on the optimum delivery type. We have divided them into 4. Choose the best one for you. 4. Decide technical platform Once you know what and how to deliver, you need to choose a technical platform supporting this. There are many different options. We have gone through a lot of them, shortlisted 7 and done detailed testing of each. You will find the conclusions later in this document - and it will save you a lot of time. 5. Validate Experience Brief Now, you have decided on delivery type and technical platform, it is time to revisit your original Experience Brief to see if there are any adjustments you need to make as a consequence of these choices. If you would like Evendo’s event experts to go through your brief with you, we are happy to do so. 6. Test experience with live audience At this point, you have probably tried out the experience ”internally”. Now it is time to put it in front of a live audience - and receive their feedback. Evendo can help you assemble such live audiences.

Validate Experience Brief

7. Adjust Yes. You should expect that a live-test will return some optimization options. Make use of them. Better now than later. 8. Package You now have your product. All you need to do now is to prepare it for the world to see. Make some good descriptions, images, illustrations etc. Put it all on your website and make sure it is done in a way people will understand.



9. Promote Your needs Use marnels

Test experience with live audience

product an audience. your normal keting chanAdjust to promote it and drive bookings. You can also choose to make use of Evendo’s vast reach of 700m people across 14 countries. It will give you instant access to a large audience - and since your products are virtual, you can even promote them in other countries.

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Identify your virtual experiences Some products are very easy to adapt for a virtual audience, for example a training course or workshop, pretty much requires video conferencing, a speaker/ trainer and some tools to present the workshop; plus some minor adjustments to the structure of the experience but otherwise fairly straight forward. Team Building games can work well, as can scavenger hunts, quizzes, cookery, arts & crafts and classes such as yoga or pilates. Some other experiences such as virtual escape rooms perhaps take slightly more work, but again it’s adapting the key element (in this case problem solving) to be workable online.


Most virtual experiences will take place within the home, so location is key. Not everyone has access to outdoor space so how you can adapt within four walls is vital. Some participants may have to share a workspace with room-mates or family, their workspace may be their bedroom so avoid participation that involves open space, and consider that perhaps not everyone wants to share their screen if the room is untidy. As lockdowns around the world begin to dilute, we may see more opportunities to experience virtual products in open spaces such as parks.


Some experiences such as cookery or cocktail making may require some elements to be delivered for a more authentic experience (such as ingredients) which will increase cost and admin. This will also limit the scalability to local markets only.

Some experiences can be adapted by using what is in the home; for example virtual cocktail making, but other variants can also require delivery; in this case where ingredients are delivered to the participants. Same type of experience but one is 100% virtual, and the other utilizes technology to provide a platform for a tangible product.

Which products will NOT do well in virtual versions?

There are some products which do not work as well in a virtual environment, for example meeting rooms or transport. Products which require large props (inflatables etc) cannot be reproduced, and anything which requires delivery to a single location.

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We are all unique and handle situations differently; some people are gregarious others are more insular. Trainers, hosts and guides are used to communicating and adapting the experience depending on the audience, but these differences can be magnified online. Look for ways to engage all participants, develop tools for everyone to get involved and consider using visual indicators so individuals are not competing for attention.

© 2020 · Evendo Ltd. · http://about.evendo.com


Audience size

Going virtual can potentially open up experiences to bigger audiences but consider how it works in practice. Will participants feel lost in big numbers and not be engaged? Does the video conferencing solution suit the number of participants the experience is aimed at? An escape room maybe limited to 6 people, but a virtual escape room has the potential to incorporate more people.


A full day training course which involves numerous breakout sessions may not be very suitable online. Screen breaks are important, and attention spans maybe reduced. Consider shorter sessions, more breaks and visual stimulation. Participants may have family at home or be home schooling so complete engagement will be harder the longer the session.


Virtual products provide an opportunity to be flexible on pricing, with reduced costs on transport and venue hire (although some workshops such as yoga may operate from a studio for a more professional look). Costs are more directly focused on time/marketing, so customers will look for a reduced cost compared to an experience at a venue etc.

Some experiences looking for engagement may require participants to use props from their home, so affordability and accessibility are key. A cookery class could look for participants to cook along with a chef, but the ingredients have to either be available in most cupboards or in local shops; don’t expect people to have a particular Italian flour, an Indian spice only available in specialist shops or a utensil used in a professional kitchen so avoid anything that would require a participant to go out for non-essential travel. Scavenger hunts need to consider and adapt to either things in most houses or ways that participants can get creative.



Selecting the right tools is important. Consider what you would use in a standard experience and how to adapt for virtual. Perhaps utilize an online whiteboard, enable the sharing of screens, and using virtual break out rooms. Also consider the participants – will they be required to use headphones? Have additional tools like smart phones or tablets? and perhaps some will have a traditional PC rather than a laptop which is static.

Does the experience require a host? If so, consider how many sessions you can operate at one time. Do you need to train staff, and can you operate outside of your usual working hours? This will open up your experience to new markets and time zones. Creating a product which requires no human interaction on the day of the event, provides greater scalability and increased sales opportunities.

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Delivery types Before deciding on the best approach to deliver a virtual experience, you have to go through your experience brief to see if the plan translates well into a virtual format. Just because everyone else is doing it, doesn’t mean you should too. If a virtual experience serves the purpose of your goals and objectives, then it makes sense to go digital. If it doesn’t align, you’ll have to find an approach that will work best. Once you have this clear, consider the following questions: Why will attendees sign-up for your experience? What do you offer that will add value? Based on the answers you’ll be able to decide which type of content is right for your experience. Make sure to prioritize the key content and takeaways. Having this in place, you should start considering what ”type” of virtual experience you end up with. Is it 100% virtual? Do you need to send items to participants in advance - i.e. for a beer-tasting? Is it interactive? In general, the delivery types can be divided into 4 main groups: Fully virtual, Semi-immersive, Live streaming and 360 degree. A virtual escape room is likely to be ”fully virtual”. But, from there it might branch out into two different subtypes. Some are mostly like computer games, where participants are controlling an avatar. But, we have seen some very succesful virtual escape rooms, where participants are particiPage 12

pating from their homes - and need to find objects from within the four walls of their home to solve the puzzles. Such virtual escape rooms will need a ”game master”. Where the ”avatar-based” is extremely easy to scale, as it is ”just” a computer game, the ones with a live game-master introduces some boundaries. First of all, you need to consider language, if you want to promote the experience beyond your home country. Time-zones may also be worth a consideration or two. Finally, this type of experience is not as easy to scale as those without a game-master, as the number of sessions you can host at the same time is dependant on the size of your organisation. It is not like one of these is better than the other. They are just different. Some experiences will work well in both sub-types. Some will only work well in one of them. The goal of this part of your process is to consider and become aware of which delivery type your experience has - and which possibilities, and boundaries, this may introduce. Once you know, you can make full use of them - and give the participants the best possible experienDon’t try making


your experience fully virtual, if it is not a perfect match. Keeping the ”human interaction” in the loop gives you more control and significantly lowers the initial investment required to make things work.

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Fully Virtual


Virtual experiences involve people interacting in a virtual environment rather than a physical location. These online experiences are multi-session, highly interactive and can feature webinars and webcasts. Plus, they’re easy to scale as little or no human interaction is required.

These experiences often involve a physical element whether it’s something delivered to the customers’ homes or something they are able to purchase themselves to prepare for the experience. It is then paired with some sort of virtual experience whether it’s a live call or a recording.

Examples of these experiences include Virtual Escape Rooms.

Examples of this include wine or beer tastings at home


Hosted live-sessions with participants joining in from their own computer or smartphone. These experiences are likely to be the easiest to ”transform” existing experiences into - as the main difference here is a change of ”delivery channel. Examples could be Virtual Scavenger Hunts, where participants are guided to scout for objects in their homes.

360 degree

Got one of those 360 cameras? Now is a great time to experiment with the different 3D experiences you can create with them. Examples of such tours include museum tours like the one offered by the National Art Gallery in London.

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Experience Brief While you need to be careful limiting creativity by processes, there are a few best practices which may very well make your new virtual experience even better. First of all: Once you have gotten the basic idea, you’ll need validation. As the inventor,

you may be biased when it comes to assessing whether this would make a good virtual experience or not. You also need to remember that you see things from a presenter-perspective - while the participants will see it from a 180 degree different angle. Therefore, before you proceed too far into defining your idea in detail, use people around you for validation. Describe it to your colleagues and note their response and feedback - and even more powerful: find somebody who matches your typical audience, the target ”persona”, and bounce your idea off them. The idea will need to be so simple, that you can explain it to them in a matter of 20 seconds. If you are unable to, your idea may be too complicated - do not forget, that with virtual experiences, you are not face-to-face with the participants, so ”managing” their understanding of things is a lot harder than with traditional experiences. Speaking of this: When you design your virtual experience, you need to pay careful attention to the potential pitfalls for participants. What do you do if they venture down a different path than you intended? Do you have ways to bring things” back on Page 14

track”? Again, remember that this need to be done virtually without the face-to-face interaction with the participants. Often, managing the intended progress is as complex as the intended outcome itself. Next you need to consider the decreased attention-span of virtual experiences. The lack of

direct interaction between the participants. The limited interchange of ideas. To make a virtual experience as exciting as a traditional, you may well have to put yourself more in the drivers seat - and become even more of the story-teller than you would normally have to. You need to ensure your experience is engaging for the participants. A good way of doing this is to break the final outcome down into separate ”milestones”. Each of these will provide excitement and feelings of accomplishment with the participants - and keep their attention on moving forward. As a part of your brief, you should also list prerequisites and dependencies. For traditional experiences, such are less important, as it is typically fairly easy to find solutions. For virtual experiences, however, you have some technical constraints which you will need to ensure you are in control of. Are you able to relay the experience to the participants in an exciting manner using the technical platforms available? Will you need to do some bespoke development? Is there any dependency on where the participants are (i.e. if they need to find objects in their home)? The next chapter will take you through the various platforms and help you decide on the best fit.

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The Concept phase this is where you need to begin creating the story. Is it an existing product in need of a virtual transformation or something new?

Articulate your idea, talk with friends/family and members of staff; listen to their pros and cons of the virtual world.

Does the concept come together? Are there any pieces of the puzzle you need to solve? How will it flow from start to finish?

The audience could be anywhere in the world and you’ll have limited info on who they are. How can you make a virtual product personal and keep each participant engaged no matter what their personality is?

Experiences need drama, but this much harder behind a computer screen when there is nothing tangible to smell, taste or touch. Can you create virtual drama, do you have the tools or people?

Make it robust. Time and attention are limited in the online world. It can be an uphill battle to maintain control of an experience and virtual journey when not physically in the same room.

You have the idea and the story. Now it’s time to move to the next step and make it ready for take-off. © 2020 · Evendo Ltd. · http://about.evendo.com

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Technical platform Let us get the basics in place first. To host any kind of virtual experience, you will need to ensure you have: 1. Good internet connection - If you opt for a live virtual experience, having a stable connection is necessary for both you and your customers. 2. Reliable website to host your videos - If you opt to sell recorded experiences, having a stable site to host your videos is important. A really basic tool you can use is YouTube. Simply upload the video to YouTube and make sure that it is ”Unlisted” and only share the link with people who have paid you for your product. 3. Remind your customers about the technical stuff too - Just like how


Going online also means bringing your company’s design and branding into a digital space. Make sure to consult your brand guidelines before creating any visual material, or building any prop or set for your event. Similarly, all the physical and/ or digital design created for the event must maintain the consistency of your graphic identity. Page 16

you would remind customers to bring a bottle of water with them on a trip, remind them to install any software before start (if required), or make sure that their camera and microphone works to fully enjoy the experience. But, all of this is relevant when you have chosen whith system matches your requirements. Some systems are good for some purposes - other for others. The experience you can provide to customers may be heavily dependant on your choice of system - so don’t rush this decision. It is as important as your storyboard. There are many systems out there. To save you some time, we have shortlisted 7 of them - and taken each of them through a rigidous test to determine, how they perform in various scenarios and for various purposes. Use this to compare with your delivery method to determine, which system might just be the best for you. Our tests are full A-Z tests. However, we have selected 13 primary features, which we feel are relevant to consider for any type of virtual experience. Each system has then been rated on a scale from 0-5 for each of these 13 features - where ”0” is ”Nonexisting” and ”5” is ”Excellent”. To the right, you will see the overall conclusion. In the following pages, we will go in-depth with each of the features and the individual systems.

© 2020 · Evendo Ltd. · http://about.evendo.com

Comparison Customisable Branding File Sharing Private Chat Mobile Access Presentation Streaming Record & Playback ability Screen Sharing Private/breakout rooms User Profiles Toll Free numbers Polls White board Two-way audio & video Virtual Background


Although the systems have different strengths and weaknesses, Zoom performs above average across all feature-sets. More importantly: Only a few other systems seem to provide better functionality than Zoom in any of the 13 features. Unless you have specific needs, where nuances across systems may make a difference, going with Zoom could be a safe bet. A decision, which is not likely to provide too many limitations in your creative efforts. © 2020 · Evendo Ltd. · http://about.evendo.com

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Features to consider Customisable Branding

Feature that allows you to create a brand URL link to the virtual experience instead of using the branded vanity URL from the video conferencing platform. This is a nice to have feature that can make your brand recognisable when sending the virtual experience URL to attendees/users.

File Sharing

Allows you to send files during a video conference directly to your party without using third-party solutions. Ideal for sharing documents during virtual activities.

Private Chat

Allows you to send chat messages to other users within a virtual experience. You can send a private message to an individual user or you can send a message to an entire group. As the host, you can choose who the participants can chat with or choose to disable the chat entirely. This feature is ideal for teams that need to work alongside a larger virtual experience.

Gives the ability to stream presentations to a remote audience using the same platform. Perfect for virtual products that need to stream a presentation or an event or broadcast and not just host users in a face to face virtual experience.

Record & Play back ability

This is a great feature that is used to record virtual events or virtual experiences for future reference and re-use.

Screen Sharing

Perfect if you need to share the content of your screen with another device or multiple devices. This can include all the elements on a screen or simply one window, which allows for complete control over the visibility of your desktop and guarantees privacy.

User Profiles

If your business requires multiple users to access the video conferencing platform, this gives the option to have a profile per user. Perfect if you have several team members that need to join different virtual events at the same time.

Private/breakout rooms

Allows to split virtual experiences into sperate sessions. The virtual experience host can choose to split Helps users start or join a video-enabled mobile the participants into separate sessions automatically online virtual experience at the push of a button – no or manually and can switch between sessions at desktop or laptop computer is necessary for virtual any time. This is ideal for virtual experiences where activities. teams are set different challenges or tasks and need to work separately from the main virtual experience.

Mobile Access

Presentation Steaming Page 18

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This feature allows you to create single choice or multiple choice polling questions for virtual products. You will be able to launch a poll during your virtual experience and gather the responses from attendees. Great feature for virtual experiences to interact with attendees, it is a great way to create engagement.

Virtual Backgrounds

This feature allows you to display an image or video as your background during a virtual experience. Any images or videos can be uploaded as a virtual background or even a greenscreen can be used. This feature is used as a nice to have and will make the virtual experience more playful and fun. Can be used to brand the virtual room.


A whiteboard is a blank page that you can use to work together with other virtual experience participants by being able to type notes, draw, or import images. Perfect for virtual experiences that need participants to draw, plan or illustrate together.

Two-Way Audio & Video

Enables you to receive and transmit audio. Users can listen and view virtual experiences and are also able to interact with the rest of users though video and audio, making this a two-way virtual experience ideal for virtual products that need a two- way conversation.


Make a prioritized list of these features based on what is most important for your virtual experiences. You might have a specific idea, which can make the experience unique - and give the customers an even better experience. In such case, make sure this idea is supported by the systems, and is high up on your list of priorities.

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Description Initially launched on 2011, BlueJeans has a background in corporate video conferencing. It is a great platform for virtual experiences, breakout rooms and also for interactive events such as webinars and all hands virtual experiences. Customisable Branding File Sharing Private Chat Mobile Access Presentation Streaming Record & Playback ability Screen Sharing Private/breakout rooms User Profiles Toll Free numbers Polls White board Two-way audio & video Virtual Background

A dedicated page that can be customized with your company logo and colours. i.e yourcompanyname.bluejeans.com, this gives the feature a rating of 4. Gets a rating of 4 because it is super easy to use feature that has a ‘one click’ sharing capability. Feature that allows hosts to have separate conversations. Gets a rating of 4 because with ‘one click’ you can pick and choose who you want to chat to. Only gets a rating of 3 because the Android version is average and clunky. App version works better on iOS. Good rating of 4 because it has a ‘one click’ sharing functionality that gives you control of what you want to share during your presentation or broadcast. This feature gets a ranking of 3 because the recording time is limited to 2 hours. Simple ‘one click’ screen sharing functionality, that deserves a rating of 4 because of its simplicity. Rating based on how easy it is to manage users, available on the Standard plan. Gets a rating of 4 because it is easy to create separate rooms and move participants in and out of them as needed. Gets a lower rating of 3 because it is only available on the Premium Business plan and not at a lower plan. Rating based on how easy it is to write questions and choose the number of answers. Easy to find feature on the platform panel. Simple feature that is easily accessible from the panel, gets a rating of 4 for this. Can do both two-way audio and video and also be used as a one-way for broadcasting an event for example. Usability is slightly below par, so rating is 3 rather than 4. Rating based on its simple feature that lets you add and use multiple backgrounds.

Pricing plan The Standard plan starts at $9.99 user/month, can host up to 50 participants and has unlimited virtual event time. More recording time and number of participants will need an upgrade to the Pro plan at $13.99 user/ month. The Enterprise plan that can host up to 100 participants with unlimited recording and customer service.

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Description Originally set up as an audio and video conferencing platform focused on engagement and e-learning. Has clicked with different audiences based on the different features that can be adapted for different purposes, ranging from corporate video conferencing to virtual experiences. Can deliver presentations for small to larger audiences helping them participate through polls and using other interactive tools. Customisable Branding File Sharing Private Chat Mobile Access Presentation Streaming Record & Playback ability Screen Sharing Private/breakout rooms User Profiles Toll Free numbers Polls White board Two-way audio & video Virtual Background

Rating based on the ability to get your own branded URL for your virtual experiences. yourcompanyname.clickmeeting.com. This feature gets a rating of 4 because it is simple to use and you can share different file formats. Easy to use feature, gets a good rating of 4 because of its simple functionality to add users to a private chat. The mobile app is not as robust as the web application. Only gets a rating of 3 because it still needs improvements. One click feature, gets a rating of 4 because of its simplicity. Only gets a rating of 2 because this feature is not available on the free plan. During recordings you might encounter lagging issues when sharing a screen or when moving the cursor. Similar to file sharing, screen sharing feature is simple and easy to use, gets a rating of 4 for this. Gets a lower rating of 3 for accessibility to the feature. Multi users can be managed from the Live paid version. You can run two different virtual experiences at the same time, but there is no ability to have a main experience broken down in different groups. Rating based on a list of Global numbers and it is available on all paid plans. Gets a rating of 3 because it takes longer to load. Does have an easy set up for questions and answers. Gets a rating of 3 as the mobile version seems more difficult to use than other platforms. Can do both two-way audio and video and also be used as a one-way for broadcasting an event for example. All around good functionality, gets a rating of 4. Rating based on how easy it is too use, seems to be a more complex feature than other platforms.

Pricing plan Free plan can host up to 25 attendees for presentation streams. Free plan is for 7 days, Live plan starts at £20, and you also have an Automated plan that starts at £30 and can host live and on demand webinars.

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Description Zoom has been around for some time already but has gained a lot of popularity recently. Many companies are using this platform as it has a wide range of features that are easy to use and great for virtual products. There have been some issues in the past around security and it seems these have been quickly addressed. Very good platform all around for virtual experiences. Customisable Branding File Sharing Private Chat Mobile Access Presentation Streaming Record & Playback ability Screen Sharing Private/breakout rooms User Profiles Toll Free numbers Polls White board Two-way audio & video Virtual Background

Branded URLs can be requested and will have the custom name at the start of the vanity URL. i.e yourcompanyname.zoom.us. Rating based on how easy this feature is to use. You can share directly through the virtual experience panel and also through 3rd party platforms like Google Drive. Excellent feature that allows you not only to have one to one private conversations but you can also create private group conversations. It is also available on the free version. Easy to join virtual experiences for attendees. Gets a 4 rating because it is an all around good app, easy to access and is not slow. Rating based on the ‘one click’ sharing functionality that gives you control of what you want to share based on if it is a presentation or a webinar. Gets a rating of 4 because of the flexibility to have no limit on the recording time. You can record for as long as your virtual experience lasts. Simple ‘one click’ screen sharing functionality. Gets a rating of 4 because of simplicity. Easy to use user management, up to 9 hosts on the basic plan. Rating based on the simple functionality to manage users. Gets a rating of 4 based on the ability to create breakrooms that include private chats for separate groups. Rating based on having access to Global number lists for easy remote access. This can help alleviate internet speed saturation. Available on the Business plan. Simple and easy to use feature, you can create polls with one click, add the questions and select how many answers you want to include. Gets a 4 for the simple functionality. Rating based on how easy it is to access the feature, without having to search for it across the platform panel. Easy to set up so gets a rating of 4. Can also be used as a one-way for broadcasting an event for example. Rating based on how easily it lets you add multiple backgrounds and can be applied easily.

Pricing plan There is a fee plan available for up to 100 participants but with a limit of 40 minutes per session. For longer virtual events for small to large businesses the Pro plan starts at £11.99 per user/month, this includes being able to add multiple users under a wider plan with virtual experience durations of up to 24 hours. Business and Enterprise plans start at £15.99.

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Description Join.Me’s mother company was founded back in 2002. This platform’s audience is quite broad, from small businesses to larger enterprises. The main reason so many companies use it is because they have a a good screen sharing and video conferencing functionality with the basic features than can be used for virtual experiences. Customisable Branding File Sharing Private Chat Mobile Access Presentation Streaming Record & Playback ability Screen Sharing Private/breakout rooms User Profiles Toll Free numbers Polls White board Two-way audio & video Virtual Background

A vanity URL can be added, but your brand will not appear at the start of the URL, it will look like joi.me.com/yourcompanyname, only gets a rating of 2 because this. Easy to use feature, one click sharing function, deserves a rating of 4 because of this, Rating based on simple functionality where you can choose to send a message to the entire group or by selected attendees, good for virtual experiences. Good interface and easy to use features, deserves a rating of 4. This feature does have some lagging and freezing issues, even when the internet connection is good. So can only give a rating of 3. Rating of 3 because the recording feature is only available on the paid plan. Simple and easy to use feature, good if you need to share presentations, images or videos, so deserves a rating of 4 for this. Gets a rating of 3 because the user management feature is only available from the Pro paid plan. This feature is not available across any of the plans. Rating based on how well the toll numbers work, the calls disconnect frequently. An additional app can be integrated to access poll features. Rating based on the feature not being available on Android. Is a good feature on iOS on the other hand. Can be used both as a two- and one-way for broadcasting an event for example. Rating based on the audio quality. Easy to use feature, you can add and use multiple backgrounds, gets a good rating of 4 for this.

Pricing plan Join.Me does not have a free plan. The Lite plan starts at £9 and has access to 5 attendees but does not have the webcam streaming functionality for video calls. The Pro plan starts from £13, however provides the ability to host up to 250 participants and 10 streams at the same time, plus recordings. The Business plan starts from £20, this plan also has a maximum of 250 attendees and with extra cloud storage and has the option to manage feature permissions. © 2020 · Evendo Ltd. · http://about.evendo.com

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Description Whereby launched in 2013. Their video conferencing platform focuses on small and medium businesses that need to connect with remote teams and share virtual experiences. Although their target audience are SMBs they compete with the big video conferencing platforms. Customisable Branding File Sharing Private Chat Mobile Access Presentation Streaming Record & Playback ability Screen Sharing Private/breakout rooms User Profiles Toll Free numbers Polls White board Two-way audio & video Virtual Background

Standard is whereby.com/yourname on the free and Pro version. The business plan offers URL like companyname.whereby.com. Because of these extra costs, only gets a rating of 3. This feature is not available, external solutions will need to be used to share content between attendees, such as email or Google Drive are examples. Ability to chat with the group is possible, but if you want to have a separate conversation this is not available, gets a rating of 3 because it is missing this functionality. Good and easy app to use. With simple functionalities that makes it easy for non-savvy attendees, gets a rating of 4 for simplicity. Rating based on simple functionality that allows hosts to present in ‘one click. Only gets a rating of 3 because recordings are not available on the free version and you need to pay extra on the Pro plan to include recordings. Free on the business plan. Easy to use feature, one of the best Whereby offers, so it gets a rating of 4. Rating of 3 because user management is only available on the business plan where each host has their own room. Rating based on how easy it is to create private rooms can be created on Whereby’s free plan. This feature is not available across any of the plans. This feature is not available across any of the plans. Rating based on how simple it is to set up this feature. Can also be used as a one-way for broadcasting an event for example. Rating based on audio quality compared to other platforms. Rating based on not having this feature available on the free plan like other platforms have. Only available on the Pro plan.

Pricing plan The Standard plan starts at $9.99 user/month, can host up to 50 participants and has unlimited virtual event time. More recording time and number of participants will need an upgrade to the Pro plan at $13.99 user/ month. The Enterprise plan that can host up to 100 participants with unlimited recording and customer service.

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Description Originally developed for online phonecalls/chats. Since Microsoft purchased the platform it has expanded to support multiple functionalities that make video conference calling easier not only for individuals but for small to large businesses in a professional way. It is a good platform for virtual experiences, allows to use multiple great features that create engagement. Customisable Branding File Sharing Private Chat Mobile Access Presentation Streaming Record & Playback ability Screen Sharing Private/breakout rooms User Profiles Toll Free numbers Polls White board Two-way audio & video Virtual Background

Custom name will go behind the platform name. i.e skype.com/yourcompanyname. Feature gets a 2 rating because it does not prioritise the ability to place the brand name in the URL. Rating based on how easy and simple it is to use the sharing feature. Private messaging is one of the first features Skype ever had so it is easy to use. Although emojis could be updated, but it gets a 5 because it is a great feature all around. Good working app that lets you access virtual experiences and events from anywhere. Rating based on how smoothly the app runs with a good internet connect. Presenting and broadcasting features are easy to use and the flow works well with attendees. Gets a 4 rating because it is easy for everyone. Available on business plans. Simple and easy to use features, feature easy to access on the platform panel. Rating based on accessibility. Available only on the business plans. Skype has made this feature very easy to use. Rating based on the ‘one click’ usability to start sharing screens. Pricing varies based on how many individual users are added to the plan, so gets a lower rating of 3. Not available on the free plan. Currently does not have this feature available, but has placed it on the road map, especially after the increase in video conferencing usage globally. Global list of toll free numbers made available for business plans. Gets a rating of 4 for this. Can help alleviate internet saturation. Lets you create simple questions with no hassle. You just need to write the question and select how many answers you want to add. Easy to use feature where you can draw, write or load images. Gets a rating of 3 because you need to search for the feature rather than it being accessible in one click. Two-way conversations on Skype are really good. One way, for broadcasting for example, is also availabile. The two-way audio and video is where Skype excells. Simple and easy to use feature, gets a rating of 4 because it lets you store several images, which makes it easy to interchange them.

Pricing plan Skype does have a free version that is best for individuals and one to one virtual experiences. It is missing the breakout rooms, which is a nice to have feature for virtual experiences. Business plans start at £3.80 per user/month to £17.60 user/month.

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Description We have added Slack for the purpose of comparing to other video conferencing platforms and show-case why although it does have a wide range of features and you have probably heard of it, it is not a platform we would recommend specifically for virtual experiences. Slack is mainly used across corporate businesses that require a hub to increase their internal communication. In many instances used to replace email with chat communication. Feature available and can be used but the functionality is slightly different than other platCustomisable Branding forms, It gets a rating of 2 because it is not as simple to use. Rating based on this very good feature to use, you can even create a pin so the file remains File Sharing at the top of the sharing panel, used if you want to highlight that the file is important. Great feature keeping in mind Slack is all about messaging and keeping people connected Private Chat through chats, gets a rating of 4 because of this. Rating based on how good and easy it is to use the app. Mobile Access Rating only of 2 because Slack does have the ability to present and broadcast but you need Presentation Streaming to have an integration with a video streaming platform to enable this functionality. Recording video and audio is available but an additional integration is required, only gets a Record & Playback ability rating of 2 because you need another app. Simple and easy to use feature, good if you need to share presentations, images or videos, Screen Sharing rating based on simplicity. Rating based on how easy it is to use the feature. Available from the Standard paid plan. Private/breakout rooms Gets a lower rating of 2 because you need another app integrated to have access this functiUser Profiles onality. You can use Zoom through Slack for this. This feature is not available across any of the plans. Toll Free numbers Lower rating of 2 because you need another app integration for this feature. Polls Whiteboards can be used but only when integrated with an additional app, gets a rating of White board 2 because of this. Can do both two-way audio and video and also be used as a one-way for broadcasting an Two-way audio & video event for example. All around good functionality, gets a rating of 4. Feature available when integrated with another app like Zoom, rating based on this. Virtual Background Pricing plan Free version is only useful for 1 to 1 communication. The Standard plan starts at £5.25 per user/month with up to 15 attendees. A Plus plan is available at £9.75 user/month and an Enterprise version with a customised pricing. All plans have a maximum of 15 attendees.

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© 2020 · Evendo Ltd. · http://about.evendo.com

© 2020 · Evendo Ltd. · http://about.evendo.com

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Package When you have your experience ready, it is tested and you are happy with it and feel confident it can be executed efficiently with a live audience, it is time to do the last check and preparation. Not all of the things included in our checklist will apply to all experiences. In order for you to be able to position your experience in the best way in the market, you will need to consider a number of things. Ultimately, this of course ends up with a consideration on target group, availability and price. This is also the point in the process, where you have a last chance of catching anything you might have missed earlier. For some, this is the boring part. It is not creative. It is not exciting. But, this is where your experience goes from a nice concept to a great product customers will love. If you do this part properly, your expereince will find its right audience - and the audience will love it. So, take your time. Don’t rush it. Normally, we would recommend you to do proper market research and consider price-points of your competition. We did include this in our list, but since virtual experiences are relatively new, this exercise may not provide you the same level of insights as it would normally do. One way you could approach this is to use Evendo’s inventory to match your experiences up against. It is global and is neatly categorised - so it is easy for you to find comparable products. Unless, of course, you have come up with something groundbreaking, in which case it might not yet be available elsewhere. Even with Evendo. Page 28

To help you through this process, we have made a ”checklist” with 19 things to consider, in order for you to create good packaging for your product. Once you have these in place, you not only have the right positioning for your product - but, you also put yourself in the best possible position to do really good marketing for it. How you can do that, we discuss in the next section. First, here is our checklist:


What fundamentally is the experience?


What is the aim of the experience and what will the participants take away? Fun/serious/training/entertainment?

Product creation

What steps are required to develop the experience? Is support required (technology etc)? Are there variants on a theme?

Target market

Corporate/consumer or both? Is the experience aimed at a certain age, and does it require a level of skill?


How long should the experience run; are breaks included? Are there several duration options? How does that effect price?

© 2020 · Evendo Ltd. · http://about.evendo.com


What times of day can you run this experience, and does it match the target market? Ie corporate bookings are more likely during the week, especially during working hours. How many events can be run at the same time?


Is this experience fixed, or can it be tailored to a client’s needs? What effect does that have on cost and pricing.


Is the experience affected by seasons? For example, Stag/Hen booking are more likely in the months prior to wedding season, corporate training bookings may spike towards end of tax year.


Do you need to purchase any specific items or services before the experience can go live? Consider technical requirements.


Consider how much development time is required before it can go live. Does the experience require additional staff on the day? Technology costs could be one off or regular subscription payments. Can anything be reused?


Consider cost of creating, running and marketing the experience. How much profit can be made on each booking? How will the product be sold; per person, per session etc, and does it provide value for money?

Booking Lead time

How much notice is required before the experience.


Review potential competitors, how does price/ length/etc compare. What marketing channels are they using? Do you have a USP?


How will this experience be marketed? What are the costs involved? How will success be tracked? Are there upselling and reselling opportunities?


What assets are required? Images, copy, video, logos etc.


Does each event require any specific preparation? How will participants receive any information required?

Post event

Is there a follow up required? Look for rating or feedback.

Customer information

Do you need anything from the customer in advance? Login to video conference, email addresses, specific information on company or individuals etc.


Are the participants required to prepare anything before the event?

© 2020 · Evendo Ltd. · http://about.evendo.com

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Promote Let’s talk about the elephant in the room. How to get bookings. Reaching an audience is becoming increasingly harder, as most customers are moving online in their searches - and online is a crowded place, with lots of competition. While your traditional products may have gained a reputation among customers, and thus profit from ”word of mouth”, your virtual products are entirely new and do not have the same leverage. Although your brand may give you some head start, you are tapping into a market, where the customers are just as ”inexperienced” as you are - probably more. So, how do you reach them? - and how do you tell them, that your virtual experience is a ”must try”? Basically, you have 4 options: E-mail marketing If you already have a permission base, this is a very cost-efficient way of promoting your new experience. There is basically no investment - apart from the time associated with creating your campaign. The downside of this approach is, that: a) your product is new, and your audience may not have considered it for their events. You may risk wasted efforts and low opening- and click-rate whcih again will lead to low conversions, and b) timing wise, your audience may have priorities for other experiences than those you offer, and it may require some efforts to change this mindset. Page 30

Branding/Marketing Push your product to own website and Social Media channels. This will work well, if you have lots of organic traffic to your site - but, not many do. You will need to consider, if this approach will generate sufficient traffic for you to monetize your new product. The penetration rate with this approach is also fairly slow, as you will need to wait for (limited) traffic to adapt your new product. If utilizing SoMe channels, there might be costs associated with promoting products. These costs will remain regardless of whether you manage to convert into bookings or not. SEM/Traffic acquisition A much faster way of driving traffic would be to extend your SEM/SERP efforts with these new experiences. Normally, you would see - more or less - instant results. However, as active searches for virtual experiences still make up for just 3% of all demand, you may struggle generating sufficient amount of traffic and/or your PPC may be too high for you to keep a margin. Accellerators Basically, Accellerators work as affiliates for you. Typically you pay per transaction - a percentage of the order value. This means you have no risk - and the challenge of ensuring conversions is pushed to the Accellerator. Conversions is typically achieved by the Accellerators having a wide inventory, attracting a larger croud to which individual products are then exposed. Evendo, for instance, has a reach of 700m people across 14 markets. In terms of ”speed” you should expect similar results as SEM.

© 2020 · Evendo Ltd. · http://about.evendo.com

E-mail marketing

If you already have a permission base with subscribers, it is an excellent way to make them aware of your new offerings. However, chances that timing might be perfect is limited - and you should not repeat the same messages with the same products too often. This will generate more negative response than positive.


Let your brand do the lifting. Add your new products to your site and communication channels (Social Media for instance) and wait for the customers to come to you. Use boost options on Social Media and make sure to provide good images. If possible, use your brand as leverage.

SEM / Traffic acquisition

Google offers possibility to drive traffic to your site more or less instantly. That is, if there are anybody searching for the phrases you use. It can be a problem with new experiences of a new type (i.e. virtual) as the search volume is rather low. Even if you attract traffic, it is up to you to convert it into orders - and you will need to pay regardless of success.


Add your new experiences to accellerators such as Evendo - where there is already a big inventory and big audience. This will allow you to ensure exposure even to customers not actively looking for your experiences. Typically, you pay on a ”no cure - no pay” basis, so you push the responsibility of conversion into bookings to the Accellerator.

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Evendo - How to do successful virtual experiences  

It’s no surprise to see more and more events being canceled, postponed or switched into virtual experiences. This has forced people to chang...

Evendo - How to do successful virtual experiences  

It’s no surprise to see more and more events being canceled, postponed or switched into virtual experiences. This has forced people to chang...

Profile for evendo